Admin Support - Livingston, United Kingdom - Deutsche Windtechnik Ltd.

Deutsche Windtechnik Ltd.

Verified Company

Livingston, United Kingdom

2 weeks ago

Posted by:

Tom O´Connor

beBee Recruiter

Description

Imagine a future where you are part of a team building a sustainable future through renewable technology.

The Company

At Deutsche Windtechnik Ltd, we need to make our people our priority and make it our mission to give customers a choice outside of traditional OEM service provision.

Our vision is to be the preferred independent service provider for all windfarm owners and operators by making our services safer, cleaner, efficient, compliant, and right first time
.

Hybrid
Edinburgh/ Livingston_

Job purpose

Duties and responsibilities

Managing and supporting the day to day administration of the business

Office and site supplies ordering / price negotiations / quotations / checking delivery
Dealing with all correspondence, queries and complaints
Office related filing system paper and efiles
General administration support for training
Forwarding important communications to UK staff
Organisation and preparation for meetings / events
Supporting with any adhoc queries related to the digitalized travel booking app

Support to HR Team

Booking medicals and liaising with employee and line manager to coordinate effectively
Supporting with the administration of induction and onboarding; including but not limited to coordinating inductions, booking new start medicals, issuing reference request and confirmation of employment start date letters
Supporting with the administration of recruitment
Communicating adhoc and project related correspondence to employees

Support for Contracts

Ongoing data administration on Deutsche Windtechnik's Enterprise Resource Planning (ERP) System
Creating quotations through the ERP system in order to support sales of Additional Services
Supporting and liaising with the finance team to ensure accurate invoicing of Additional Services
Ongoing maintenance and ownership of the Additional Services tracker (reporting spreadsheet)
Communicating effectively with the Site Administrator, Site Leads and engineers and other stakeholders with regards to Additional Services and quotations and ensure that they are driven effectively and efficiently.

Support to Finance Team

Manage finance mailbox & post
Manage invoice approval process
Process supplier invoices
Complete regular supplier statement reconciliations
Code and process all credit card statements
Code and process employee expenses
Understand basic VAT rules
Support financial accountant with general accounts / finance topics
Liaise with invoicing/contracts department & stores team to resolve open issues
Create service order invoices to ensure correct cost accounting flow each month

Support to Stores Team

First point of contact for general enquires relating to the stores department
Creating and manage the Stores filing systems
Paper and efiles
Arranging courier to collect from Windfarms to other internal and external addresses
Issuing manual purchase orders with immediate effect

Support to Management Team

Minute taking as and when required
Collating and presenting information, preparing letters, reporting
Providing support to the Senior Leadership and Extended Management Team

Support to office and site staff

Liaise with suppliers and contractors i.e. cleaners and landlords etc.
Assist with information tracking for company insurance (employee liability)
Management of all company utility contracts

Experience

Experience of administration and supporting multiple departments
Experience working in a busy office environment
Excellent IT skills and proficiency in using Microsoft Office (e.g. Outlook, Excel, Word, Powerpoint and Sharepoint)

Skills

Essential_
Knowledge of administrative practices and procedures
Excellent attention to detail
Able to prioritise work and successfully meet deadlines
Be willing to learn new skills and be adaptable to change in processes as required
Ability to adapt and support multiple teams when needed
Personal_
A team player who enjoys helping others
Highly organized individual with a pragmatic approach to solving problems
Reliable individual with a high level of integrity and motivation
Excellent communicator (written and verbal)
Proactive and selfconfident who can work methodically and well under pressure
Able to work independently and flexibly

If you would like to find out more about us or the role, you can get in touch with James in our HR Recruitment team.

APPLY

Job Types:
Full-time, Permanent

Benefits: